(Classic) Adding a Person

Display Name

Click to add or edit a name.

Date of Birth

Enter the person's date of birth. If you leave this field blank, a warning message appears when you save the record. You can continue entering information after you acknowledge the message. Though the birth date isn't required for the Administer Workforce business process, the system uses it to calculate a person's age in some benefit and payroll tasks. It also calculates dates, such as the U.K. expected retirement date, based on the person's age.

Birth Country

Select a country. Based on the selected country, the system might display additional fields.

Birth Location

Enter a birth location, usually a city, town, or village.

(BRA) If the selected birth country is BRA (Brazil), this field becomes a prompt field for cities.

Date of Death

This field does not appear during the hiring process. Use this field when updating a person's records.

Waive Data Protection

European community employment and personal privacy legislation specifies that personnel information can't be passed across countries in the European Union without authorization from the employee. Select this check box if you obtain the employee's consent to share personal data with users in other European Union member nations.

Gender

Select the person’s gender. By default, the value is set to Unknown.

If the Enable Gender Identity feature is enabled on the Installation Table, this section will appear differently. See the Gender and Orientation Details section that follows for the additional field definitions.

Highest Education Level

Select a value.

Marital Status and As of

Select the person's marital status. Values are: Common Law, Divorced, Head of Household, Married, PACS [(FRA) this field is used in France. Pacte civil de solidarité], Separated, Single, Unknown, and Widowed. When a marital status is changed, the default as of date is the same as the biographical history effective date.

PeopleSoft Payroll doesn't use the marital status that is entered on this page for tax calculations. For U.S. employees, you enter that information in Maintain Payroll Data on the Federal, State, and Local Tax pages. Taxes for Canadian employees are based on net claim amount, which varies depending on the employee status.

Language Code

Select the person's native or preferred language. Although tracking official or preferred languages is required in some countries in PeopleSoft Human Resources, the system also uses the preferred language when you communicate with people with a relationship to the organization. For example, PeopleSoft Global Payroll for Germany and Switzerland use the language code to print paychecks in the payee's preferred language. Other types of communication also use this as the default language for written communication.

Alternate ID

To use a second type of ID for a person, enter the ID.

Full-Time Student

Select if the person is a full-time student.

Regulatory Region

Enter a region that is configured for gender identification. After you exit this field, the additional gender fields will appear in the group box. The valid values for the remaining fields are based on the regulatory region you enter here.

Gender or Current Sex (label name may vary)

This is the only required field in the Gender and Orientation Details group box.

Select the person’s current sex. By default, the value is set to Unknown. Valid values come from the translate table and are not tied to region.

<gender field label> List Information icon

Click this icon to access the <Gender Field Label> Values Page and view descriptions of values for gender-related fields. This displays the values entered by region on the configuration Gender Details Page.

Birth Sex

Enter the sex assigned at birth.

Pronoun

Select the pronouns this person prefers to be called.

Sexual Orientation

Enter this individuals inherent attraction to a sexual partner of a certain gender.

Gender Identity

Enter the person's inner sense or self perception of being male, female, a blend of both or neither. One's gender identity can be the same or different from their sex assigned at birth or current sex.

Country

Select the country that issued the worker's national ID.

National ID Type

The system enters the value that you establish for this country on the National ID Type Table page. You can override this default.

National ID

Enter the worker's national ID number. The system checks the format of the entry against the default format that you enter on the National ID Type Table page.

(GBR) For the U.K. the normal format of two letters followed by six digits and then one letter for National Insurance identification appears by default. Other options that are dependent on employee status are available.

(GBR) When you enter a national insurance number, the system uses the NID Prefix GBR page to check that you have entered a valid national insurance prefix. You can't save this page if you have entered an invalid national insurance prefix.

Primary ID

Select if the national ID is the person's primary ID. If this is the only data row for this person, the system selects the check box by default. You can deselect it.

Tax Ref

(SGP) Select if the worker's national registration ID is used as the person's employer tax reference number. This field is for information only.

National ID Expiry Date

(CAN) Enter the expiration date for this National ID.

Address Type

Select the type of address that appears in this row. The system automatically displays Home for the first address that you enter.

Add Address

Click to add an address and access the Edit Address page to edit addresses.

Phone Type and Telephone

Select the phone type and enter the phone number. The system formats the number based on the standard phone number format. For 10 digit phone numbers the format is 000/000-0000 and for 7 digit phone numbers the format is 000-0000. The system also supports alphanumeric characters and the punctuations $, -, /, (, and ) when entering telephone numbers.

Select Main to designate a phone number as the individual's primary contact number.

Email Type and Email Address

Select an email type and enter the employee's email address.

Network ID

Enter the employee’s ID for the supported instant chat network.

IM Protocol and IM Domain

Enter the supported IM protocol for the network ID. Valid values are GTALK, MSN, XMPP, and YAHOO.

The system displays the instant message domain associated with the IM protocol you select except for XMPP. For XMPP, you must select the value of the XMPP server that has been defined by your organization.

See PeopleTools: PeopleSoft MultiChannel Framework, "Configuring Instant Messaging in PeopleSoft MultiChannel Framework"

Preferred

Select if this is the user’s preferred chat network ID.

(RG/RNE) Issued By

Enter the Registro Geral (RG) or Registro Nacional de Estrangeiros (RNE) issuing entity. This information is required if you enter the individual's general registry or foreigner ID number in the National ID group box.

Issued Date and State

Enter this information, which is required if you enter the individual's general registry or foreigner ID number.

Expiration Date

Enter the expiration date for the listed entity.

(RIC) Issued By

Enter the Registro de Identidade Civil (RIC) issuing entity. This information is required if you enter the individual's civil registry number in the National ID group box.

Issued Date and RIC State

Enter this information, which is required if you enter the individual's RIC number.

Expiration Date

Enter the expiration date for the listed entity.

(CTPS) Series

Enter the work card number.

Issued Date

Enter the work card's issued date. This information is required if a Carteira de Trabalho e Previdência Social (CTPS) number is provided.

State

Enter the political subdivision of the CTPS issuing agency. This information is required if a CTPS number is provided.

Expiration Date

Enter the expiration date for the listed entity.

(Voter Data) Zone, Section, City, and State

Enter this information, which is required if a voter registration card is provided.

(Military Data) Series, Region, and Category

Enter this information, which is required if a reserve certificate is provided.

State

Enter the political subdivision of the issued reserve certificate. This information is required if a reserve certificate is provided.

Cert Type (certificate type)

Enter the type of military service. Values are: Aeronautic, Army, Marine, or Other. This information is required if a reserve certificate is provided.

(PIS/PASEP) Issued Date

Enter the date of issuance at PIS / PASEP. This information is required if the PIS/PASEP number is provided in the National ID group box.

(Class Entity Registration) Issued By

Enter the class entity registration issuing entity. This information is required if you enter the individual's class entity number in the National ID group box.

Issued Date and State

Enter this information, which is required if you enter the individual's class entity number.

Expiration Date

Enter the expiration date for the listed entity.

(History) Regulatory Region and Ethnic Group

Enter the regulatory region for the person.

As you enter BRA as the regulatory region for a Brazilian employee, the system performs a number of validations, one of which checks for the presence of the ethnic group value. Specify the ethnic group when the regulatory region is set to BRA; this information is used in several Global Payroll for Brazil reports, including the RAIS report.

Country of Nationality

Select the nationality for the person from the Country table (COUNTRY_TBL). RAIS nationality codes were used previously.

Educational Level

Select the education level for the person.

Residence Period

Specify whether the residence period of the person is Determined or Undetermined. Used in eSocial reporting, this value is required for individuals who were not born in Brazil.

If the value is not specified for a non-Brazilian-born employee, the system generates a mapping error.

See Also Monitoring eSocial Events.

Immigration Condition

Select the immigration condition for the person. This field appears when you select a residence period. The list of values is different based on the selected residence period. Possible values include:

Asylum Seeker - This value applies to the Determined residence period only.

Benefited - Mercosur Countries

Benefited - Treaty BRA & POR

Brazilian's Family

Dependent of Diplomat/Consular - This value applies to the Determined residence period only.

Other Conditions

Refugee - This value applies to the Undetermined residence period only.

Self Identification Data

Click this link to access the Self Identification Data Canada page, where you enter ethnic background information for the person. The Self Identification Data Canada page has two fields:

• Use the Visible Minority field to indicate if the person's ethnic background is apparent based on physical appearance.

• Use the Aboriginal Person check box to indicate if the person is a Canadian aboriginal person.

The Self Identification Data link is visible only to users with access to the Self Identification Data Canada page. To secure this page and protect the confidentiality of the ethnicity data, you can use the delivered permission list HCCPHR40CA and the delivered role HR Admin CAN Confdl Data.

Bilingualism Code

Record the appropriate code for the person. If the Official Languages Act applies to the organization, use the bilingualism code as part of the Official Languages reports (PER102CN and PER108CAN) that you submit to the government.

Health Care Number and Health Care Province

Enter a number and select the health care province.

Guardian

Minors who are age 18 or younger or people with mental illness must have a parent or guardian sign employment contracts on their behalf. Enter the name of the parent or guardian who is authorized to act for this employee.

Place of Origin

Enter a place of origin. Every Swiss person has at least one place of origin, usually determined by the father or husband's birthplace.

Main Origin

Select if the place of origin in the Place of Origin field is the person's main place of origin. (A person can have more than one place of origin.)

Regulatory Region

Enter a regulatory region for the person.

Ethnic Group

Enter the person's ethnic group.

Religion

Enter the person's religion.

Hukou Type

Enter the person's Hukou type.

Hukou Location

Enter the person's Hukou location.

Working Life Start Date

Enter the date on which the person first began to work.

Working & Living Status

Enter the status of the worker's working and living permit. Values are: Expired, Granted, and Renewed.

Issue Date

Enter the date on which the working and living permit was issued.

Renew Date

Enter the date on which the working and living permit was renewed.

Expiration Date

Enter the date on which the working and living permit expires.

Expected Military Date

If the person hasn't already completed military service, enter the date when service is expected to begin.

HR Responsible ID

Select the ID of the human resources representative responsible for this person.

Nationality Date

Enter the effective date of the person's nationality status. If the employee is a native citizen of the country, enter the person's birth date. If the person is a naturalized citizen, enter the date on which the person became a citizen.

Nationality

Enter the person's nationality by selecting a nationality code.

German labor laws require recording an employee's nationality to determine if the employee is eligible to work in certain industries, particularly those that are related to technology or defense. Use the nationality code to determine the employee's eligibility to work in a regulated industry based on the employee's country's participation in OECD or the European Union. You can maintain information about whether each nationality code participates in the OECD and European Union.

Disabled

Select if the person is disabled.

Social Security Affiliation Dt (social security affiliation date)

Enter the date when the person is assigned a Spanish social security number.

Date of First Entry in France

Leave blank if the person is a native-born French citizen. If the person is foreign-born, enter the date on which the person first arrived in France. This data is used to maintain work visa information for foreign workers who are employed in France.

CPAM ID (Caisse Primaire d'Assurance Maladie ID)

Enter the code of the CPAM ID that is assigned to the person. CPAM depends on the person's home address. The CPAM is the social security body that compensates persons for illness and work accidents.

Expected Retirement Date

The system calculates and displays this value, based on the system date and the birth date that you enter on this page. This field is for information only; you can't change it.

Before April 6, 1950.

60 years.

After April 6, 1950 and before April 6, 1955.

Retirement date is delayed one month for each month that the woman is born after April 6, 1950.

After April 6, 1955.

65 years.

Community Background

Select the person's community background: Protestant, Catholic, or Undetermined/Other.

Arrived by Direct Question

Select if you determine the person's community background by asking the employee directly.

Determination Date

Enter the date on which you determine the person's community background category.

The data that you enter about a Northern Ireland worker's community background is required under the Fair Employment Act. Employers must include this information in the Northern Ireland report (UKNI001) that they submit to the administrative body that monitors employment in Northern Ireland. This report provides an annual summary of the state of the workforce for a particular employer and breaks down employees and applicants for employment into their respective community background categories.

Blood Type

Select the person's blood type or select Unknown. When the blood type is entered on this page at the time that an employee is hired, a component interface updates the employee's blood type on the physical exam record. Thereafter, this field is disabled and displays by default the blood type data from the physical exam record.

Caste

Select the person's caste.

Type of Service

Select the type of service that the person performed in the military.

Function or Rank

Enter the function or rank that was held by the person in the military.

Military End Date

Indicate the date on which the person's military service ended, if applicable.

Honseki Prefecture

Select the family prefecture, or place of registration. Tracking a person's Honseki Prefecture is a matter of custom.

AFORE (Retirement Funds Institution Code Mexico)

Enter the AFORE for the employee. Values include: Banamex, Bancomer, Dresdner, GNP, Garante, ING, Inbursa, Principal, Santander, Tepeyac, XXI, and Zurich.

Med Region Code (medical region code)

Enter the three-character code for the medical region where the person resides.

Ethnic Group

Enter one of more ethnic groups for a person.

Values are based on U.S. Federal Equal Employment Opportunities ethnic categories. Use ethnic group information to compile the establishment's affirmative action plan and to generate several equal employment opportunity (EEO) reports. Ethnicity is also used when populating the Employee table during the Refresh Employees Table process.

The Refresh Employees Table process (PER099) uses this information.

See Understanding the Process of Refreshing the Employees Table.

Primary

Select the primary ethnicity for a person, if applicable.

Date Entitled to Medicare

(Optional) Enter the date on which this person is entitled to receive Medicare coverage.

Citizenship (Proof 1) and Citizenship (Proof 2)

Enter two forms of ID (for example, passport and Social Security card) to prove U.S. citizenship (required by U.S. law).

Eligible to Work in U.S.

Select if the person is eligible to work in the U.S.

Military Status

Shows the military status option selected by the employee on the Veteran Status Page. Administrators can update the selection. Changes made here will be reflected in self service.

The default values is a blank field.

Military Discharge Date

Displays the military discharge date entered by the employee in the Military Discharge Date field on the Veterans Status self-identification page (or edited on the Military Discharge Date page).

This date is used by the VETS-100 report to determine which veterans qualify for the Newly Separated Veteran designation.

Edit Discharge Date

Click to access the Military Discharge Date page where you can edit the employee’s military discharge date.

Supporting Document Required

Select to track supporting documents. The system inserts a row in the Supporting Documents group box. The row is identified by the person ID, the action code, and the effective date and enables you to verify that the person provided the required documents.